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Email Notifications

Overview​

Email notifications are a vital part of any booking system, including Mysched. With the Email Notifications feature, you can automatically send notifications to your customers, staff, and admins. These notifications help keep everyone informed about appointments and any changes that may occur. By using shortcodes, you can enhance the quality of your email notifications by dynamically including information such as appointment details, customer names, and more. Additionally, you can attach files to emails, such as PDFs uploaded by the customer or custom files added via Custom Forms.

Email Notifications in the Workflow Module​

Email notifications can be sent using the Workflow module. Various actions within the module trigger email notifications, helping automate your communication with customers and staff. Below are the main use cases for sending email notifications:

1. Sending Email Notifications for New Appointments​

Whenever a customer books a new appointment, an automatic email can be sent to notify the relevant parties. This helps you stay up-to-date with every booking in real-time.

2. Sending Email Notifications for Rescheduled Appointments​

If a customer reschedules an appointment via the Customer Panel, Mysched will automatically send an email notification to inform you of the change. This ensures that you and your team are always aware of any updates.

3. Sending Email Notifications for Canceled Appointments or Status Changes​

Mysched allows you to send email notifications when the status of an appointment changes or when a customer cancels their appointment. You can use filters to send notifications based on the specific changes in status. For example, you can set up a rule to notify staff if a customer cancels an approved appointment.

4. Sending Reminder Emails Before Appointments​

You can configure Mysched to send reminder emails at a set time before an appointment. For example, send a reminder email 1 hour before the appointment or send a notification with the Zoom meeting link 15 minutes prior to the appointment.

5. Sending Follow-up Emails After Appointments​

Mysched allows you to send follow-up emails after the appointment is completed. This can be useful for collecting feedback or sharing post-appointment information. These emails can be sent at a specific time after the appointment ends, helping you maintain strong communication with your clients.

6. Sending Email Notifications When a New Customer is Created​

When a new customer profile is created in Mysched, an email notification can be sent to both the customer and staff. If the Customer Panel is enabled, the customer will receive their login credentials along with a link to the Customer Panel. You can use shortcodes to personalize these emails, such as including the customer's name, email, and password.

Using Shortcodes in Email Notifications​

To make your email notifications more dynamic and personalized, Mysched offers various shortcodes. These shortcodes allow you to automatically insert appointment details, customer information, and other relevant data into the email content. Some of the most commonly used shortcodes include:

  • Appointment Date: Automatically insert the appointment date.
  • Customer Name: Include the customer's name in the email.
  • Custom Inputs: Use custom form inputs in the email.
  • Zoom Meeting URL: Add the Zoom meeting link if applicable.

By utilizing these shortcodes, you can create tailored, professional email notifications that enhance communication and improve the customer experience.

Conclusion​

Email notifications in Mysched are a powerful tool for automating communication and ensuring that both customers and staff stay informed about appointments. Whether it’s sending reminders, confirmations, or follow-up emails, the flexibility of the Workflow module and the use of shortcodes make it easy to manage email communication in an efficient and personalized way. If you need assistance setting up or managing email notifications, feel free to reach out to our support team.